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Core Team Meeting Minutes
Vijay Kumar edited this page Jul 22, 2019
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Attendees: Sharmila, Ram, Senthil, Abishek Yadav, Rengaraj, Vijay Kumar
- Issues with the venue is mostly ironed out.
- T-Shirt design and material identification in progress.
- Bag design and material identification in progress.
- OYO coupon code has been generated and sent to attendees.
- Poster CFP has been extended till 31st August
- Devsprint CFP has been opened.
- CFP Team working towards, every proposal to be reviewed and provided feedback. Workshops done and talks in progresss.
- CFP review panel, 3 people have been on boarded, more reviewers will be invited shortly.
- Workshop review closure - 24th July meeting, 27th July shortlist, 1st August final list
- Platinum, Gold and Silver is closed.
- Suggested rehearsals to proposers at Chennaipy, Bangpypers, PyLadies Bangalore, PyLadies Chennai, Python Pune
- Evaluating child care for workshops
- Zulip group has been created
- Poster CFP needs to be promoted.
- Sponsor logo will be shared with website team privately through Dropbox
Attendees: Siva, Abishek, Rengaraj, Vijay Kumar
- Add a poster type for Community Posters
- Open Devsprint CFP
- Extend Poster submission
- Deadline 24th August
- Selected 15th September
- Discussion among the Reviewers, what PyCon India 2019 would be look like.
- Clustering of talks
- T-Shirt
- Logo is not advisable
- Let's ask the T-Shirt vendor to evaluate it
- Workshop review to be prioritized
- Reviewers - Nischal, Amit, Anand C
Attendees: Ram, Sharmila, Siva, Vijay Kumar
- Mobile no. for CoC violation
- Diversity + CFP: 44
- T-Shirt Design
- Reaching the Venue
- Budget hotels page
- OYO Hotels Discount Coupon
- ZulipChat is willing to raise the limit
- Talk to Puneeth and Aditi for Setup
- Venue - existing partition is not working
- Catering for the event
- Mark allergens in the food
- Ensure that people with allergies have something to eat
- Tickets for Matt and Ines Montani
- Sponsorship - 2 Platinum, 5 Gold, 6 Silver
- Logos from all sponsors
- Currently, how many reviewers? - 7 approx.
- Topics not covered
- Embedded
- ML & AI needs more reviewers
- Scientific Computing
- Amjith can be included
- Nikhil can be included
- Workshop Checklist
- Outline and time split
- Already done before? Specify in the proposal
- Hands-on exercises, expicitly
- 2 minute pitch video for their workshop
- Pre-requisite, needs to specify what people need to know before attending the workshop
- Workshops that involve embedded hardware, like Raspberry Pi, need to check if the speaker, can spare a few boards
- Rehearsal for the workshop
- Update Venue and Logistics
- Tickets
- Regular Tickets Sold
- Late Bird Tickets
- Diversity
- Contacting Women Organizers
- Contacting Individual Women Contributors
- Sponsorship
- 2 Platinum - Indeed, AQR
- 4 Gold - Ericsson, Mad Street Den, Visible Alpha, Jet Brains
- 1 Gold in Talks - Amazon
- Microsoft, Goibibo, Wells Fargo
- 1 of them Platinum, 2 of them Gold
- Silver - Frappe Technologies
- Associate - Mavenhive
Attendees: Rengaraj, Sharmila, Vijay Kumar, Gokul, Abishek Yadav
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Create mail alias [email protected]
- Sharmila
- Kavitha
- Shrayas, Sharmila with check with him
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Purchase new SIM card and setup redirection
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Sharmila will respond to Karen Neov
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Support for people from i-STEM.
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No. of proposals that have been reviewed.
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Nomination form for CFP reviewers
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Complete reviews for the workshops, first.
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Talk to meetup group organizers, to suggest speakers
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Whatsapp group
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Focus on promotion of CFP
Attendees: Rengaraj, Sharmila, Vijay Kumar, Ram, Gokul, Abishek Yadav, Senthil
- Discussed about red flags for the event:
- Promotion needs to push, once the regular tickets open
- No. of proposals is not sufficient, need to ping meetup group organizers for speakers
- Mechanisms for improving talk quality was discussed
- Need to respond to queries on Twitter, regarding ticketing
- Issues with the ticketing system was discussed, Gokul is taking them up.
- Senthil provided an update on the sponsorship status.
Attendees: Rengaraj, Sharmila, Vijay Kumar, Ram, Gokul, Siva
Discussed about activities to be completed before the tickets are opened.
Diversity
- Child Care
- Kids Workshop
- Code of Conduct
- Accessibility Statement
- Convince my Boss
CFP
- CFP for Posters
- More reliable volunteers for CFP cleanup
Website
- Make tickets table was not responsive
- FAQ page for the website
- Map links to the location
- Reaching the venue
- Article cheap stay options near the venue
- Local attractions in Chennai https://cz.pycon.org/2018/about/prague/
Sponsorship
- Special discount code for OYO - Ram, Gokul
- Special discount code for Uber / Ola - Gokul
Stay Options
- Cheap stay option Rs. 300 per day
- Stay option in Mylapore Rs. 400 per day - Gokul
- Chellamal Women's College -
- Guru Nanak College -
- SRM Easwari -
- Share hostel room, with other students -
Attendees: Rengaraj, Senthil, Vijay Kumar, Siva, Sharmila, Abishek Yadav
- Create ticket for manning stalls
- Guidelines for proposing a workshop
- Identify 3 workshop proposal from last year, and indicate why we think they are good proposals.
- Bring "Others" to the bottom of the list.
- CFP - Reviewer selection
- How many reviewers are there? - 3
- How many reviewers are required? - 15
- If people nominate reviewers, there is a possibility of gaming
- If people self-nominate for review, then there are better chances that the review will progress at faster pace.
- If the required no. of reviewers is large then we can go for nomination process, or else we can identify speakers ourselves.
- Send the nomination form to previous year speakers.
- CFP for posters - already open in the webpage?
- Can we put up the start date in the future, so that it does not show as "accepting proposals"?
- Blog article for poster presentation.
- LinkedIn page created for PyCon India.
- Speaker recommendation form has been sent out today.
- Accessibility checks performed on the website.
- Django has better of Conduct of Conduct, for resolving conflicts.
- Short "Code of Conduct" on the registration page. TED CoC - a more friendly and positive code of conduct.
- Pehia Foundation - Founded by a women to help people help attend PyCon India 2019.
- Speaking to Accessibility Foundation for event and venue accessibility audit.
- In short, underpromise and overdeliver accessibility.
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Platinum sponsor enough interest (3 confirmed). Next focus is in Gold sponsor.
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Regular sponsorship meeting going on. First invoice will be sent, shortly.
- Contacted volunteers from the volunteer registration form and asked them work on outstanding issues.
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Event page for PyCon India created on various meetup groups.
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We will be opening tickets on 1st July, getting connected to various groups / companies before that is criticial.
Attendees: Rengaraj, Senthil, Vijay Kumar, Narendran, Siva
- Updates from sponsorship workgroup meeting.
- Task to be created: rules and regulation for manning stalls.
- Mails to [email protected] are still bouncing.
- Satya would like join the promotion workgroup.
- Got new contacts in Verizon and Paypal could be a potential sponsor.
- Expectations for workshop proposals
- Inline talk CFP announcement into the frontpage of the talk CFP.
- Ordering of proposal sections, in the CFP frontpage.
- Blog article for first keynote speakers
- More social media posts from CFP & Promotion workgroup, to drive in leads.
- Reach out to local companies for sponsorship, like Orangescape.